Some of us love tackling DIY projects. We enjoy painting walls, installing a new backsplash, or revamping the backyard—armed with YouTube tutorials and a trip to the hardware store.
But others prefer to call in help because there’s too much risk involved. Instead of potentially making a huge mistake, they would rather call an expert to rewire an outlet or install a backsplash.
QuickBooks is for you DIYers who enjoy rolling up your sleeves and getting your hands dirty. Your business is your baby. You’ve learned enough over the years about processing payroll, taxes, and compliance that it’s second nature to you.
But if you don’t have the time to study up on potential risks and how to avoid them, or spend hours training on QuickBooks, you may need to consider choosing a payroll partner to help you avoid a disaster.
We know Quickbooks is an excellent tool for experienced small business owners who have fewer employees to manage. However, it might not be the right tool for a growing team that requires more compliance.
At Whirks, we’re committed to helping small businesses choose a service that helps them get one step better every day. So let’s explore the difference between Quickbooks and a payroll partner to see which one gives you more peace of mind and time to focus on your team.
Customer Service
You’re processing payroll and you run into technical difficulty. It’s already been a stressful week and your team is on the edge. Staying on the phone for hours (and possibly not being able to pay them on time) doesn’t sound like a great way to end your day.
Who Do You Call When There’s a Problem?
With Quickbooks, your customer service depends on the package you purchase. If they are handling the majority of the work, they will guide you through the technology and provide excellent customer care.
Even though you won’t speak to the same customer representative every time, they do have a wealth of great reps who offer support via phone or online. Their resource center contains articles and blogs about commonly asked questions that you may find useful.
An independent payroll partner will assign you to a specific customer care representative (at Whirks, we call them our Client Success Specialists). This dedicated team member knows your business, understands your needs, and will be your contact for all of the questions and concerns you may have.
The pain of being stuck on hold for hours, never talking to the same representative, or trying to research the answer yourself wastes valuable time is usually the deciding factor for switching providers or leaving QuickBooks.
However, most independent payroll companies do not have 24/7 customer service while larger providers do. Even though you have a dedicated customer care rep, you won't be able to contact them outside of business hours.
Because payroll issues usually are time-sensitive, it's important to explore which option suits you and your business better. If you prefer real-time help from a dedicated expert, an independent provider is the way to go. If you’re comfortable with self-service troubleshooting and occasional wait times, QuickBooks might be enough for you.
Software
Payroll is pretty easy to understand: hours x rate - deductions & taxes. If you have a history of using QuickBooks and you manage a few employees, it’s a great solution.
QuickBooks' software is user-friendly and generally inexpensive, and if you understand payroll and tax, it is a straightforward, easy process.
Do You Want to DIY or Automate?
The challenge with any small business software is learning it. Keep in mind that QuickBooks won’t tell you when you are doing something wrong. Unless you’re familiar with tax compliance, understand state and local jurisdictions, and enjoy doing it yourself (we thought it was just us), you may receive a tax notice at some point.
An independent payroll provider removes much of that risk by handling:
- payroll taxes
- new hire reporting to the proper workforce agency
- garnishments and child support notices
For you, the price of outsourcing may outweigh the risk of being non-compliant and paying penalties you might not know about.
Many payroll providers also offer integrated Human Capital Management (HCM) tools that include onboarding, timekeeping, and benefits administration—streamlining all your back-office processes in one place. It’s one less worry for you, and one more way you can win as a business.
Pricing
From a payroll provider’s standpoint, QuickBooks pricing is cheaper on a per-year basis. They offer packages tailored to your needs. However, you do need to watch out for buried fees in your contract (e-files vs. paper files, print checks vs. direct deposits, etc) and potential third-party add-ons.
Independent providers will price their packages in many different ways. For example, at Whirks we use a PEPM pricing model—meaning we charge you per employee per month. This is based on the number of your active employees and the services you want.
What’s the Real Cost?
Your price is contingent on what your business needs now, which probably includes payroll, time and attendance, benefits administration, and onboarding. As your business grows, you can add on other services to help you manage your employees and strengthen your company culture.
If cost is your main concern and you’re comfortable managing payroll yourself, QuickBooks is the budget-friendly choice. But if avoiding compliance risks and saving time on payroll, taxes, and admin work matters more, a payroll provider’s pricing might be worth it.
Choose What's Best for You Right Now
Quickbooks is a great option for small business owners. You’ve been doing this for years, you’re familiar with compliance and tax, and you’ve always paid your employees on time. In the end, you’re in control of the process, and you're saving money.
If your business is starting to grow, though, it’s usually best to start with the end in mind. If you’re planning on hiring several more employees, you may want to start considering an independent payroll provider, especially if you’re not familiar with Quickbooks.
At the end of the day, payroll should support your business—not distract you from running it.
Leading your team and focusing on why you started your business is more important than stressing out about payroll or staying up late trying to figure out taxes. Sometimes it’s best to leave it to the experts and reduce the risk.
Whether Quickbooks or Whirks is the right fit, make sure it helps you apply your passion to what matters: your culture, your team, and your vision. Pick a solution that helps you support the essential functions of your back office and gets you to get one step better every day.
Concerned About Outsourcing Payroll? Let’s Talk About It.
Many business owners hesitate to hand over payroll because they’re worried about losing control, hidden fees, or mistakes. Those are valid concerns—but the right provider should ease those fears, not add to them.
Here are
the top 5 fears of outsourcing payroll providers to see the most common concerns about outsourcing payroll—and whether they should actually be holding you back.
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